In this video, I will show you five Gmail settings and features
which every user must know. The first two of these features will
make you more productive and organized with your emails.
These will save you a lot of time. And the last three
features are very important to know that these features exist.
So it's a short video, make sure you stick around and watch full
video. The first feature which we are going to learn is how to
use labels labels act as folders in your mailbox. And you will
learn how to create labels, how to apply colors and manage them
later on once you have created them. The second thing which we
are going to learn is that there are not just yellow color stars
available in Gmail, there are many other colors are also
available. And I will show you how you can use all those colors
and other icons with your emails. The third feature is how
to set a vacation responder in your Gmail, then we will see how
to change your display name to your business name or any other
name you wish. And this will be the name the recipient of your
emails will see in the subject. And the last feature is about
undo when you send an email, an undo button appears at the
bottom. And by default, this button only appears for five
seconds. Sometimes you need a little bit more time to react
and realize that you should have not sent this message. So how to
increase the timing of this Undo button. So this we will learn.
So let's get started.
This is one of my accounts which I have recently created. And as
you can see that I have applied labels to some of my emails,
this green color is a label. And as you can see on the left hand
side, this is the folder and the folder name is appearing beside
this email. Similarly, this is another folder, all the emails
which I sent from my other accounts to this account during
my various lectures, or whenever I'm making YouTube videos. So I
want to store those emails in this folder. And if I click on
this folder, I can see all those emails. To create these folders,
we have to click on this gear icon on the right, which is
settings icon. And then again, click on settings. And here you
manage all the settings in your Gmail account. This is the page
on which you can change the settings. So on the left hand
side, we click on labels and then at the bottom, create new
labels. Now I can give this label any name for example, I am
doing a diploma and I want all my mails regarding this diploma
should be stored in this folder, I can nest this folder under any
other folder. If I click here, then it will show me all the
existing labels. And I can nest this folder under my name, for
example, or I can create it at the root level. So let's create
it at the root level. And now I click Create. Now this label has
been created. And currently by default, it's gray color. If I
want any color, I click on these three dots, then a label color.
And then I can apply any color to this label, let's say Apply
blue color. No color has been applied. later on. If I want to
manage any of these folders, again, I have to click on
setting icon then settings then labels. And now here, these are
the system labels, which you see for example inbox, your
important email box chaired spam and all these folders. And these
are the folders in the last area which are created by me and I
can see their conversations I can hide these folders if I want
or I can remove this or I can edit their names for example. So
this is how I can manage all my folders. It is very convenient
to organize your emails in folders and these labels
actually just like folders in your email. So I would encourage
you to start using folders and become more organized and
productive with your Gmail. So the second feature we are going
to learn is stars. So let's go back to inbox and here as you
can see that whenever you try to star some email, and the benefit
of putting a star is that if I click on starred folder, which
is available by default in any gmail account,
I can see all my starred emails, so it gives me a quick access to
important emails. So this is one of the reason we start we can
also start based on different categories, but by default,
there is only one color star available yellow, and if you
want to get stars of more colors,
then again we have
to click on Settings icon then setting While in the General
tab, which is the first on the left, if you scroll down, you
have all these stars available. And you also have some other
icons available to you. For example, if an email has some
question, you can put a question icon here. So in order to use
these, you have to bring them to any use row. So there are two
rows in use and not in use. For example, I want this question
mark in this area. So when I hover over this, I will see
these four arrows, I click and drag and put it into this area.
If I want some more stars of various colors, I can put them
here. So you can put first all the color stars, then you can
put question mark or take our exclamation mark our
information. And you can also have this one, once you have
done with this, then make sure that you save changes and Save
changes button is here at the end, save changes. And know the
way we use these different colors of star is that you click
on this star then click again. And you keep clicking until you
find the color which you want to use. As you can see that all
colors are changing. And then you can use any of these colors.
And then the icons will appear. And you can also select icons or
colors, whatever you want. So this is how you use these
starts. The next item is how to set up vacation responder,
again, we have to click on Gear icon,
then settings. And if I scroll down,
at the very end, I have this out of office reply. And by default
out of office reply is off, you click here to turn it on, then
you select the first day of your vacations. So let's say it's
26th of January, and what is your last day second of
February, then you can put any subject then you can type your
message that you are not available and which person
should be contacted. So this is very useful when you are going
on long vacations like 15 days or four weeks, then if you check
this box, then only the people in your contacts, they will get
this message. Otherwise everyone will get this message. And then
you click save changes. And your autoresponder will be set for
these days. So I'm not going to do that. So cancel this the next
Gmail feature is how to change your display name. To do that,
again, click on gear icon and settings. And this is the
display name. So this email comes from my other email
account. And this is my name in the account information. And
this can be edited let us assume that in this account, I want to
change this to my business name, which is digit idea. So I just
click on Gear icon settings, and then accounts and import and
then edit info. And this is my display name. And if I want to
change this to digit idea, let's say this is how I change and
click Save Settings, very simple. And the last feature or
to increase the timing of undo. So let me explain this for
someone who is new to Gmail. If I compose and I send email to
someone, let's say I send to my own email account. And when I
send this on the lower left corner, this appears undo. And I
have five seconds to respond otherwise, as you can see that
it has disappeared. So sometimes you take a little bit more time
to think that there was something wrong in this email,
and you should undo this. So if you want to increase this to to
get a little bit more time, we can do this by Settings, then
settings again. And in the General tab, here is the Undo
sent. And in front, you have this timings sent cancellation
period by default is five second and you can change this to up to
30 seconds. So I think 20 seconds is reasonable. So then I
click Save Changes. Don't forget to do this. It's a bit down but
you have to do this.
And now your
cancellation period will increase to 30 seconds. So these
were five features which I thought were important to know
for every user. So if this is your first time on my channel,
please hit the subscribe button and the notification bell to get
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Tuesday and Friday. Thanks for watching.